Administrative Operations Specialist

5 days ago

Rawalpindi Cantonment, Pakistan beBeeAdministrative Full time 500,000 - 1,000,000
Job Title:

Operations and Coordination Executive

Job Description:

The Operations and Coordination Executive plays a vital role in ensuring the smooth flow of information and tasks across departments. This position is responsible for managing daily administrative operations, coordinating with internal teams, and maintaining client and employee data.

The successful candidate will be proactive, multi-skilled, and able to work effectively in a dynamic environment. They will be responsible for expense management, graphic design coordination, client recovery and follow-ups, client onboarding and documentation, and daily task handling.

This role requires strong verbal and written communication skills in English and Urdu, as well as excellent organizational, time management, and multitasking abilities. The ideal candidate will be comfortable working in a collaborative environment and have a high level of integrity, confidentiality, and commitment to workplace ethics.

Key Responsibilities:

  • Expense Management:

    • Maintain and update records of all office expenses and bills.
    • Enter all paid expenses into QuickBooks.
    • Organize and update monthly and annual expense data in Google Sheets.

  • Graphic Design Coordination:

    • Assign design tasks to the graphic designer and monitor progress.
    • Communicate design requirements from management and ensure quality output.
    • Manage the company's presence across digital platforms.
    • Ensure timely communication of updates and announcements.

  • Client Recovery & Follow-ups:

    • Send payment reminders to clients for outstanding dues.
    • Keep records of follow-up communications and escalate unresolved cases to senior management.
    • Maintain and regularly update the employee attendance sheet.
    • Coordinate with department heads to ensure timely reporting of attendance.

  • Client Onboarding & Documentation:

    • Collect and compile documentation from new clients for IRIS registration and IBD income tax returns.
    • Create and issue invoices.
    • Enter and maintain client data in CRM and QuickBooks.
    • Prepare and organize physical client files for internal records.

  • Daily Task Handling:

    • Execute daily assignments given directly by the management.
    • Ensure timely delivery of all assigned tasks and report progress to higher management.
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